Executive Coordinator

1 week ago

Melbourne, Victoria, Australia beBeeOperations Full time $80,000 - $90,000
Event Operations Manager

We are seeking an experienced Event Operations Manager to lead the event lifecycle and deliver seamless and memorable experiences.

  • Key Responsibilities:
  • Manage registrations, handle delegate queries, create websites, set up abstract and exhibitor portals, and coordinate sponsor interactions.
  • Build, test, and manage registrations via EventsAIR.
  • Handle delegate queries and generate weekly registration reports.
  • Create websites, enter and update content in collaboration with the Event Manager.
  • Set up and maintain abstract and exhibitor portals.
  • Manage exhibition manual creation.
  • Handle exhibitor queries and communications.
  • Build sponsor booking platforms and coordinate sponsor interactions.
  • Oversee speaker & abstract management, including building speaker and abstract microsites, collecting bios, and liaising with speakers.
  • Design and create mobile apps including gala seating, lead capture, registration integration and post-event survey features.
  • Support on-site delegate registration, including the production and printing of name badges.
  • Provide weekly updates to clients and assist in delivering consolidated function and registration reports.
  • Produce onsite documents including detailed operations manuals and running sheets, ensuring documentation is accurate and accessible.

Requirements:

  • Experience working within an events agency as an event coordinator, senior event coordinator or event executive.
  • Strong EventsAIR skills are essential for this role.
  • Demonstrated event coordination experience, especially within conferences, exhibitions, or corporate functions.
  • High level of attention to detail.
  • High proficiency in project management tools (e.g. Asana) and event tech platforms (e.g. EventsAIR).
  • Strong financial acumen - confident in budget management and financial reconciliation.
  • Excellent communication skills - with clients, delegates, exhibitors, and sponsors.
  • Highly organized multitasker, comfortable working across simultaneous deliverables and teams.
  • Proven ability to handle onsite delivery and logistics in fast-paced environments.
  • Ability to travel for events.

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